Parts
of a MS-WORD window
MS-WORD is
a word processor. An MS-Word window has the following parts:
--O--
Opening and Closing of
documents in MS-Word
Q7)Explain How
to create ,save close and Open a Word
Document?
Ans:
Creating
Documents
An
MS-Word document can be created by using the following procedure:
1.
Select and Click on Word 2007/10
2.
File -->New --> Select Blank document
->It
opens a new document for you to enter your content. (Or)
3.You can also create a new document by pressing CTRL + N keys.
Entering Data in the Document
1.When a document is created a cursor blinks .Data
can be entered in that place.
2.Enter text by typing data using keyboard.
Saving
Documents
After
creating a document, you can save it.
To
save a new document:
1.
Click on the File tab(In Some Versions Office Button)
2.
Then, click on Save /Save As
It
opens the Save As page window.
3.
Select a location to save the file.
4.
Type a File name.
5.
Click the Save button.
6.
NOTE:
Word
2007/10’s file format is called Word Document. This format
has the .docx file extension.
You can also save a document in the Word 97-2003 format with the .doc file. This format works with earlier versions of Word.
Opening
Documents
You
can locate and open an existing document.
To
open a document:
1.
Click the File tab
2.
Then click Open. Or, press Ctrl+O.
It
opens a list of recently used documents.
3. Locate your document and then click the Open button.
Closing
Documents
You
can close a document after finishing working on it.
To
close a document:
1.
Click the File tab
2.
Then click Close.
Or, press Ctrl+W.
Spread Sheets
Q8) What Spread
Sheets? Explain features of spread sheets?(VIMP)
Ans: Excel is a spreadsheet program in the Microsoft Office system. You can use Excel to create and format workbooks (a collection of spreadsheets) in order to analyze data and make more informed business decisions. Specifically, you can use Excel to track data, build models for analyzing data, write formulas to perform calculations on that data, pivot the data in numerous ways, and present data in a variety of professional looking charts.
Features of MS
EXCEL:
In the Microsoft
office package, all the applications have their own dedicated features, these
features help the user to work with the applications smoothly and they also
resemble the importance of the application.
1. Workbook
(Worksheets):
Excel provides a workbook which contains worksheets. These worksheets contain
cells (combination of rows and columns) where the user can enter the data in an
order of row wise or column wise. These worksheets make the data look more
uniform and attractive. User can create add desired number of worksheets in
desired number of workbooks as per the requirement.
2. Normal and
Page break view:
We are provided with two types of views in excel, normal view is used to view
the worksheet in a normal way, simply it means the worksheet will appear with a
default zoom level and default cell sizes. Page break view will provide an
opportunity to set the page breaks as desired by the user.
3. Chart Wizard: Chart wizard
feature enables the user to insert a chart on the worksheet. With this feature
we can create a chart on our own as per the data in the worksheet.
4. Function: This feature
provides us with predefined formulas that perform calculations by using
specific values, called arguments, in a particular order, or structure. They can
be used to perform simple or complex calculations.
5. Picture: This feature
enables the user to insert pictures from clipart, from file and from scanner or
camera onto the worksheet. With this feature we can also insert AutoShapes,
WordArt and Organization Chart.
6. Diagram: This diagram
feature is used to create an Organization chart, Cycle diagram, Radical
diagram, Pyramid diagram, Target diagram, Venn diagram. This feature will help
to make the worksheet more attractable and the details in the diagrams more
understandable.
7. Symbol: This will help
the user to insert symbol like custom numbers, Wingdings, etc., and also insert
special characters on the sheet.
8. Comments: By using this
feature the user can add comments to a cell in the worksheet and the user can
also see the name of a person who had given the comment.
9. Spelling: Spelling is
one among the special feature provided by ms excel for checking the spellings
entered by the user if there are any mistakes. This feature is sophisticated with
an internal dictionary which helps in modifying the spellings like synonyms
etc.,
10. Formula auditing: MS Excel provides this feature to
correct any problem with the formulas provided. This feature also helps to
graphically display or trace the relationships cells and formulas with blue
arrows.
Parts of the
MS-Excel 2010
Q9)Explain Various Parts of Excel work book?
Ans:
ACTIVE CELL : When you click on a cell in Excel, the
active cell is identified by its black outline. You enter data into the active
cell.
FILE TAB: The File tab options are mostly related to
file management such as opening new or existing worksheet files, saving, printing,
and a new feature saving and sending Excel files in PDF format.
FORMULA BAR: It can be used for entering or editing
data and formulas.
NAME BOX: Name Box displays the cell reference or the
name of the active cell.
COLUMN LETTERS : Columns run vertically on a worksheet,
and each one is identified by a letter in the column heading.
ROW NUMBERS : Rows run horizontally in a worksheet and
are identified by a number in the row heading.
CELL: Cells are the
rectangular boxes located in central area of a worksheet. Data entered into a
worksheet is stored in a cell. Each cell can hold only one piece of data at a
time. A cell is the intersection point of a vertical column and a horizontal
row. Each cell in the worksheet can be identified by a cell reference, this is
combination of letters and numbers such as A1, F456, or AA34.
SHEET TABS: By default, there are three worksheets in an Excel file, although there can be more. The tab at the bottom of a worksheet tells you the name of the worksheet, such as Sheet1 or Sheet2.
ADD SHEET ICON: Adding
additional worksheets can be done by clicking on the add sheet icon next
to the sheet tab
QUICK ACCESS TOOLBAR: This toolbar can be customized to
hold frequently used commands.
STATUS BAR: The status bar, give the user information
about the current worksheet, data the worksheet contains, and even the user's
keyboard - such as whether the Caps Lock, Scroll Lock, and Num
Lock keys are turned on or off.
ZOOM SLIDER: Located in the bottom right corner of the
Excel screen, the zoom slider is used to change the magnification of a
worksheet by dragging the slider box back and forth or by clicking on
the Zoom Out and Zoom In buttons located at either end of the
slider.
RIBBON: The ribbon holds all of the information in
previous versions of Microsoft Office in a more visual stream line manner
through a series of tabs that include an immense variety of program features.
Ribbon contains commands organized in three components:
Tabs: These appear across the top of the Ribbon and
contain groups of related commands.
Home, Insert, Page Layout are examples of ribbon tabs.
Groups: They organize related commands; each group name
appears below the group on the Ribbon. For example, group of commands related to
fonts or group of commands related to alignment, etc.
Commands: Commands appear within each group as mentioned above.
Q10)Explain How
to create ,save close and Open a
workbook?
Ans:
Creating a
Workbook
You can start
Excel 2013 from the Start menu.
To start Excel
2013 from the Start menu:
1.Click the File
tab à New
•It
shows different templates.
2.In the right
pane, click Blank Workbook. It opens a new, blank workbook.
3.You can also use Ctrl + N to open a new workbook.
Saving a
Workbook
1.Click the File
tab -->click Save As.
•It
displays a Save As window
2.Click Computer-> Browse
3.Select a
location to save the file, type a name in the File name box, and then click the
Save button.
Note: Excel 2013’s file format is called Excel Workbook. This format has the file extension .xlsx
Closing a
Workbook
After finishing
working on a workbook, you can close it.
To close a
workbook without exiting Excel:
1.Click the File
tab, and then click Close.
2.Or, press Ctrl+W.
Opening a Workbook
To open a
workbook:
1.Click the File
tab
2.Then click
Open. Or, press Ctrl+O.
•It
opens a list of recently used workbooks.
3.Locate your workbook and then click the Open button.
Q11)Explain
how to insert data ,numbers ,insert work sheets in excel?
Ans:
Entering Data
You can enter the data directly in a cell or by using the Formula bar. A cell can contain a maximum of 32,767 characters.
Entering Numbers
Numbers are
automatically aligned to the right in a cell.
Numbers can be used in formulas to calculate
other values.
You can enter:
• Whole
numbers (such as 5 or 1,000)
• Decimals
(such as 0.25 or 5.15)
•Negative
numbers (such as -10 or - 5.5)
•Percentages
(such as 20% or 1.5%)
•Currency values (such as $0.25 or $20.99).
To enter a
number:
1.Select the
cell in which you want to enter the number.
2.Type the desired number, and then press the Enter key.
To edit data:
1.Double-click
the cell that contains the data you want to edit.
2.Click where
you want to make changes, and then type the new characters.
3.To delete
characters, click where you want to delete and then press the Backspace or
Delete key.
4.When you are finished, press the Enter key.
Printing a
worksheet:
1.Select the
worksheet that you want to print.
2.Click the File tab --> click Print. Or, press Ctrl+P.
•Make the required changes in the print settings
3.To print
multiple copies, specify the number of copies you want.
4.Click the Print button.
Inserting a
Worksheet:
1.Click the tab
of the worksheet to insert a new worksheet.
2.Click on Home
tab-> click on Insert
and then ->click on Insert
Sheet
3.Or Click the
New sheet button located on the right side of the tabs.
This inserts a
new worksheet.
--O--
Charts (Graph):
Q12)What is Chart? Explain chart types and Explain
how to insert Chart in Excel?(VIMP)
Ans: A chart is an integral feature of Excel.
It is also known as a graph. Charts/graphs are used to visually represent
numeric values. It is very much useful to analyze the data.
MS-Excel 2013 supports different types of charts.
They are:
•Column chart: A column chart is used to see the
comparisons among different items.
•Bar chart: A bar chart is used to show comparisons
among individual data items.
•Pie chart: A pie chart is used to display
information about only one data series.
•Line chart: A line chart is drawn to understand the
trends in data at regular intervals.
•Area chart: An area chart is used to visualize the
magnitude of change in data over time.
• X-Y Scatter chart: An x-y (scatter) chart displays
the relationships among numbers in several data series.
• Stock chart: A stock chart is often used to show
stock price data.
•Radar: A radar chart
is used to compare the aggregate values of a number of data series.
For example, The following are the steps to create a column chart:
Step 1: Select
the data for which you want to create chart.
Step 2: Click on
the Insert tab.
Step 3: Click on
Charts groups and click on the desired type of chart.
Step 4: Click on
OK to generate the chart.
Q13)Explain Inserting table in Excel?(VIMP)
Ans:
Inserting a Table
Although it is possible to create an empty table, it is easier
to enter the data first before formatting it as a table. When entering the
data, don't leave blank rows, columns, or cells in the block of data that will
form the table. To create a table:
1. Click any single cell inside
the block of data.
2. Click on the Insert tab
of the ribbon.
3. Click on the Table icon
located in the Tables group. Excel selects the entire block of
contiguous data and opens the Create Table dialog box.
4. If your data has a heading
row, check the My table has headers option in the dialog box.
5. Click OK to create the table.
Basics of presentation
software
Q14)Explain
about Presentation software or power
point software?(VIMP)
Ans:
What is PowerPoint ?
Microsoft
power point is presentation software. It helps in creating attractive and
effective slide show presentations. Each presentation can have as many slides
as user wants. Each slide can carry text, graphics & sound. The slides can
be animated to make them more attractive.
1)
Readymade slides:
Since
power point is having powerful wizards, we can prepare the slides easily and
quickly. The auto content wizard option provides wizards to make slides easily.
Template provides a wide range of ready made designs to us.
2)
Background colors and effects:
We
can have a wide variety of background colors for slides in power point. In
addition to colors, we can also get different textures and shades in slides. We
can also change the colors of existing wizards and templates.
3)
Pictures:
Not
only captions and different colors, we can add good pictures either from clip
art or from scanning the pictures.
4)
Sounds:
Different
sounds can be created while presenting the various slides. The sounds will have
a pleasing effect on the viewers.
5)
Animation:
Different
animation techniques are also available in the slides. The letters and pictures
will fly from top to bottom and left to right. Not only one technique, we can
have many animation options. We can also get preview of various animation
effects.
6)
Charts and Tables:
We
can insert different charts and tables for expressing the data and information
to the users. The different charts and tables in the MS Excel can be easily
imported into MS Power point.
7)
Time for slides:
We
can prescribe the time automatically or manually for running and exhibiting
slides. For example we can set the time for 5 or 6 seconds for each slide to
exhibit on the computer.
8)
Speaker Notes:
Speaker
notes are the notes that can be included in the bottom of the slide so that new
ideas can be discussed during presentation.
9)
Other features:
MS
Power point includes many other features like macros changing the colors of
slides, fonts. We can also change the slide numbers from any direction using
slide sorter view.
There
are many advantages of computerized presentations.
1)
The slides can be prepared for different types of audience like literates,
illiterates, children, old people etc.
2)
They can be run automatically. There is no manual interference for running
power point show.
3)
There is no problem of getting slides out of order.
4)
We can even take printouts of presentations and can be distributed to the
audience.
5)
The audience will easily be attracted by the colorful slides with sound and
animation techniques.
6)
The built in design templates allow the people to create colorful slides very
easily.
7) If we want to change a part of presentation, we need not change all slides. We can change all slides by changing master slide.
Components of Power Point presentation
The Office Logo Button at the top left corner contains many task buttons for the document such as, New, Open, Save, Save As, Print and Close. This button also has a list of the recent documents.
The
Quick Access Toolbar is to the right of the Office Logo button. It contains shortcuts
for the commonly used tools, like, Save , Undo (reverses the last change), and
Repeat (repeats the last action). The buttons that the user wishes to be
displayed can be selected from the Customize Quick Access Toolbar.
Ribbon: It
contains a set of tabs and commands.
Notes
Pane: It
is used by the presenter to makes the notes that are to be used while
presenting.
Outline/Slides
Tab: It contains two views—outline view and slide view.
The
outline view shows the text of the slides in a larger format than the Normal
view.
The
slide view displays the slides as thumbnails, where user can view all the
slides in the presentation, rearrange them and hide the slides, as per
requirements.
Slide
Pane: This is the work area where most of the editing is done. It shows
the slide selected in the Outline/Slides tab as it will appear in the
presentation.
Status
Bar: It displays information about the currently active presentation.
The information includes the current slide number, Theme, zoom slider etc.
Right-click
on the status bar will show the Customize Status Bar pop-up menu. The
appropriate option can be selected on the status bar.
Scroll
Bar: The vertical scroll bar helps to scroll the slides of the
presentation. Scrolling is done by moving the elevator button along the scroll
bar, or by clicking on the buttons with the arrow marked on them to move up and
down the slides.
Powerpoint contains the following menus/tabs:
File(Office
Button): It contains the file management commands.
Home: It
contains the most frequently used commands.
Insert: It
contains the commands to insert other objects into a presentation
Design: It
contains the commands to change the appearance of a presentation
Animations: It
contains commands to apply animation.
Slide
Show: It contains commands to present a slide show
Review: It
contains commands to review a presentation
View: It contains commands to change the view
Creating Presentation
Q15) Explain Creating Presentation , Saving Presentation?
Ans: Click Start Menu-->All Programs-->Microsoft Office-->Open MS Power Point
Click
the FILE(Office Button) and select New.
It
displays a New presentation window.
2.
Click the Blank Presentation option.
3.Click
on Create Button
It
creates a new blank presentation.
OR
Press Ctrl + N to create a Blank Presentation
Editing a Slide
Most presentations require some editing.
To edit text:
1. Select the Slide
2. Click where you want to edit.
3. Do any of the following:
• Type any additional text.
• Press the Delete key/Backspace to remove text.
Delete a slide
1. Select the slide you want to delete.
2. Press <Delete>.
The slide is
deleted.
Other
Ways to Delete a Slide:
3.
Right-click on the slide you want to delete and select Delete Slide.
Saving
a Presentation
1.
Click--> File tab(office button) and Click-->Save
It
displays a Save As dialog box.
2.
Specify the drive and/or folder where you want to save your presentation.
3.
Enter the file name in the File name text box.
4.
Click Save.
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